Managing files in document libraries

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This topic explains particular actions that can be performed by live site users in a document library.




Permissions for particular actions


All of the actions listed below are not always available. They are displayed based on document permissions granted to the current user or their roles. Please consult the Security topic for more details on which permissions are required for each of the listed actions.



When a new document library is created, there are no files in it, so live site users can only see the web part with the following two links at the top.


UploadNew New document
DocumentLibraryPermissions Library permissions


Once some files are uploaded in the document library, live site users can perform the following actions with the documents:


EditLayout Edit
Update Update
Localize Localize
Clone Copy
Delete_Document Delete
DocumentLibrary_FileOpen Open
WidgetClone Properties
DocumentLibrary_FilePermissions Permissions
View Version history
Workflow actions


These actions can be executed from a context menu, which is accessible by right-clicking anywhere in a document's row, or by left-clicking the down-arrow to the left of a document's name (as highlighted in the screenshot below).




The following text explains particular actions that can be performed in a document library:


New document


Clicking the UploadNew New document link in Internet Explorer or Mozilla Firefox directly opens the browser's file selection dialog. By selecting a file from a local disk and clicking Open, the file will be uploaded into the document library.




When uploading new files in Opera or Apple Safari, there is one extra step in the procedure: the Upload file dialog gets displayed first after clicking the UploadNew New document link. Clicking the Choose button in the dialog opens the browser's file selection dialog, which can be subsequently used as described  above. The screenshot below shows the Upload file dialog viewed in Opera. In Apple Safari, the dialog may look slightly different.




Library permissions


Clicking the DocumentLibraryPermissions Library permissions link opens a dialog for document library permissions configuration. Please refer to the Configuring document-level permissions on the live site section of the Security topic for more details.






The EditLayout Edit action is only available if WebDAV integration is enabled. It opens the file in a client application for direct editing (for example, .docx documents get opened in MS Word, as you can see in the screenshot below). WebDAV editing is only possible if there is an application installed on the client machine that supports WebDAV editing of the particular file type.






Selecting the Update Update action opens the browser's file selection dialog. Selecting a file from a local disk and clicking Open in the dialog replaces the original file with the selected one. In Apple Safari and Opera, there is one extra dialog displayed before the browser's file selection dialog. Please refer to the New document paragraph above for more details.






The Localize Localize option is only displayed with documents from the default culture when the Combine with default culture property of the web part is enabled. Clicking the action opens the dialog depicted in the screenshot below, which serves for creation of a new language version of the selected document in the current culture.






The Clone Copy action creates a copy of the file in the same document library. As only flat structure of document libraries is currently possible, a different file name needs to be entered for the copy, while the " - Copy" suffix is offered to be added to the file name automatically. When copying a linked document (marked with the LinkedDoc_Flag flag), the copy will be a standard document, not a linked one.






Clicking the Delete_Document Delete action opens the dialog depicted below. Using the dialog, you can remove the document from the document library. On multilingual websites where more that one language version of the document exists, the Delete all culture versions of the specified document check-box is  displayed in the dialog. If you delete the document with the check-box enabled, all cultural versions of the document will be deleted.






The DocumentLibrary_FileOpen Open action works similarly as a standard file download link. The web browser's standard file download dialog is displayed and you can either open the document or save it to a local disk. The same behavior can be expected when you click the document's name in the library listing.






The WidgetClone Properties action opens a dialog where properties of the CMS.File can be configured the same way as in CMS Desk -> Content -> Edit -> Form. The dialog uses the Alternative form form specified in the Document form property of the web part. If no form is specified, the CMS.File.DocumentLibrary form is used. If even this form is not available, CMS.File document type's default form is used.






The DocumentLibrary_FilePermissions Permissions action opens a dialog for configuration of permissions for the particular document, similarly as in CMS Desk -> Content -> Edit -> Properties -> Security. Please refer to the Configuring document-level permissions on the live site section of the Security topic for more details.




Version history


Clicking the View Version history action displays an overview of the document's versions, similarly as in CMS Desk -> Content -> Edit -> Properties -> Versions. The following actions are available with each of the listed versions:


View View - displays an overview of the document's content with the possibility of side-by-side comparison of versions
Undo Rollback - rolls back any changes made since the particular version of the document
Delete Delete - deletes the old version


Clicking the Destroy history button deletes all versions of the document except the current one.




Workflow actions


If there is a workflow configured for documents in a document library, standard workflow actions are displayed at the bottom of the context menu, depending on workflow configuration and the current workflow step of the document:


Approve Submit to approval - submits the document for approval to the sub-sequent workflow step
Approve Approve1 - approves the document and switches it to the sub-sequent workflow step
Delete Reject1 - rejects the document and switches it back to the previous workflow step
DocumentLibrary_Archive Archive - switches the document to the Archived step
CheckOut Check out2 - checks the document out for editing; while checked out, the document can not be edited by other users; checked-out documents are marked with the CheckOut icon in the document library listing (as can be seen in the screenshot below)
CheckIn Check in2 - checks the modified document in after editing, so that other users can edit it again
UndoCheckout Undo checkout2 - takes back the check-out, while changes made to the document are not saved


1 for these actions to be available, the user must also be in one of the roles that are allowed to approve/reject the document in the current workflow step or have the Manage workflow permissions for all content

2 these actions are only available if the workflow applied to the document is configured to use check-in/check-out


Document libraries are typically used with Versioning without workflow. In this case, document in the libraries are in the Published workflow step all the time and a new version of the document is created with each modification. Please refer to Development -> Workflow and versioning for more information on workflows in Kentico CMS.




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